Quality Assurance Assistant (SG)(G6)

Organizational Setting

The Department of Safeguards (SG) is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for over 180 States in accordance with their safeguards agreements. The main objective of the Department is to maintain and further develop an effective and efficient verification system in order to draw independent, impartial and timely safeguards conclusions, thus providing credible assurances to the international community that States are in compliance with their safeguards obligations. Safeguards activities are undertaken within a dynamic and technically complex environment including advanced nuclear fuel cycle facilities and complemented by the political and cultural diversity of the countries.

The Department of Safeguards consists of six Divisions: three Operations Divisions for the implementation of verification activities around the world; three Technical Divisions (Division of Concepts and Planning, Division of Information Management, and Division of Technical and Scientific Services); and three Offices (the Office for Verification in Iran, the Office of Safeguards Analytical Services and the Office of Information and Communication Services).

The Division of Concepts and Planning (SGCP) is responsible for the development and promotion of safeguards concepts and policy; the coordination of research and development activities and Member State Support Programmes; strategic planning; the implementation of the quality management system of the Department; and the provision and development of training.

The Process Design Section is responsible for the implementation of an ISO 9001 compliant quality management system in the Department to ensure consistent implementation of well-defined processes. The Section’s activities include guiding the design and implementation of departmental processes, implementing methods to measure process performance and providing feedback and assistance to

Main Purpose

Reporting to the Section Head, the Quality Assurance Assistant is involved in all aspects of the Department’s Quality Management System (QMS) and provides guidance and assistance on a variety of quality management and assurance topics, including quality assurance, information management, process management and condition reporting. The incumbent, together with the staff of the Section, contributes to creative solutions on improving the quality processes within the Department.

Functions / Key Results Expected

Quality Management System (QMS):

• Provide assistance to promote and enhance the awareness and use of the QMS within the Department by developing and writing newsletters and updating websites in conjunction with other members of the Section;
• In conjunction with other members of the Section, assemble training guides and training materials for staff in the Department to cover aspects of the Departments QMS, including document creation and documentation standards, use of the Departments Condition Reporting System, continual improvement tools and practices, and business process mapping;
• Perform duties as Secretary to the Safeguards Quality Management Sub-Committee (SQM), organize meetings, take minutes, and keep track of follow up actions;
• Support the Departmental Quality Manager by organizing management review meetings, structuring and organizing information and material to be used during these meetings, taking minutes, and tracking follow-up actions;
• Collect and organize data/information and prepare reports from applications used in support of the Departments QMS (i.e. Document Manager, Condition Reporting);
• Initiate, track and close condition reports as directed and monitor and maintain the integrity of data and information in the condition reporting system.

Process Management:

• Support process improvement activities using established process improvement methodologies to collect data and information and document results and action items from improvement events;
• Monitor and report on quality assurance activities implemented by staff in the Section;
• Collect and organize data to support the analysis of process performance and assist with process performance monitoring;
• Track, respond, and follow up on outstanding audit findings as directed.

Information Management:

• Collect user requirements to ensure information management applications (i.e., Document Manger) fully support needs and requirements of users;
• Engage and liaise with document coordinators and staff and provide advice and guidance in creating and managing documented information using established information management applications (i.e., Document Manager System);
• Review documents and information, including language usage, format and presentation, to ensure they meet Departmental standards and are organized and aligned with the Departments process framework as required;
• Publish and disseminate periodic updates on the status of new / updated documents / processes.

Competencies and Expertise

Core Competencies

table { border-collapse: collapse; } table, th, td { word-wrap: break-word; valign="top"; } Name Definition Planning and Organizing Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans. Communication Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions. Achieving Results Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned. Teamwork Actively contributes to achieving team results. Supports team decisions.Functional Competencies

Name Definition Analytical thinking Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions. Client orientation Helps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met. Commitment to continuous process improvement Plans and executes activities in the context of quality and risk management and identifies opportunities for process, system and structural improvement, as well as improving current practices. Analyses processes and procedures, and proposes improvements.Required Expertise

Function Name Expertise Description Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office (Word, Excel, Outlook, PowerPoint),and the ability to use databases. General Services Quality Management Familiarity with quality management systems or project management required.Asset Expertise

Function Name Expertise Description Safeguards Safeguards System, Basic General knowledge of safeguards concepts, processes and procedures is an asset.Qualifications, Experience and Language skills

• Completed secondary education is required.
• A minimum of six years of progressively responsible experience in one or more of the following: quality management implementation, business process management, operations management, systems engineering, continuous process improvement.
• Experience in the use of information management tools and quality assurance tools and techniques are an asset.
• Familiarity with results-based management tools and techniques (e.g. Lean / Six Sigma) are an asset.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• English language test (level 1) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 54871 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process. ------------------------------------------------------------------------------------------------------------------------------------------------------------- Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above. -------------------------------------------------------------------------------------------------------------------------------------------------------------